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HomeMy WebLinkAbout3-9-2005 Regular Meeting TB.pdfAPPROVED 5/11/2005 Enfield Town Board Regular Meeting March 9, 2005 at 7:00 PM Enfield Community Building -- 182 Enfield Main Road, Ithaca, NY 14850 Meeting called to order by Supervisor, Gary Fisher, at 7:00 PM. Present: Supervisor Gary Fisher Councilperson Peggy Hubbell Councilperson Jean Owens Councilperson Sandra Small Councilperson Greg Stevenson Town Clerk, Alice Laue…minute taker Pledge of Allegiance: Supervisor Fisher led the assemblage in the Pledge of Allegiance. Privilege of the Floor: In attendance were three Ithaca High School Seniors who were there on assignment from their Government class; Julie Laue, Sarah Laue, and Bryon Ellerbrock. Supervisor Fisher asked them to introduce themselves and then he introduced the Board to them. County Legislator’s Report: There was no representation. Approval of Minutes: The February minutes need changes which will be made for the March 9th meeting. Communications: * Supervisor Fisher requested an extension of time to file the financial report. He received an OK from the State Comptroller’s Office. * Supervisor Fisher noted that there are a number of workshops coming up on Records Management. The Town might want to look at some of those since it is looking more in depth into managing our records. He mentioned that the present system consists of “inherited boxes.” Workshops are as follows: ** Developing Records Management and Policies and Procedures May 11, 2005 Endicott, NY ** Developing a Website June 15, 2005 Big Flats, NY (Pre-reg required) 2 Supervisor Fisher acknowledged that this would also pertain to records because when a website is created, a record is created. ** Seven Attributes of Effective Records Management March 22, 2005 Marathon, NY * Official letter of approval for the Town’s Unemployment Reimbursement Insurance. * SPCA report for February 2005. * Disclosure statement from Sprague Insurance which they are required to give to any governmental unit they insure. * Letter from the voting machine service center regarding the last election and the discrepancies that were documented with the electronic voting machines. * Application for an extension to file tax collections. It extends the Town’s collection period from March 31, 2005 to May 31, 2005. * Copy of Annual Report from Better Housing. * Ithaca School District request to use Enfield’s voting machine. It was asked whether a resolution was needed, or not. The reply was, no. * NYS Office of Real Property and Services residential ratio (89.14%) assessment from July 2003 through June 2004. * Notification from Haefele TV that the rate would be going up to $38.95 on April 1, 2005. * On Tuesday, April 15th the Policy Committee for Ithaca/Tompkins County Transportation Council will be meeting at the Tompkins County Library. Committee Reports: Code Enforcement. Ron Clark was away at school for a good portion of the month. There were no reports given. Highway Superintendent. David Miller gave Supervisor Fisher a written report, as follows: Last month we plowed and cindered numerous times. We hauled gravel and cinders, worked on trucks and chains, and patched some potholes. Fire Department 1) Quarterly Budget Report -- 4th Quarter 2004 2) Annual Report Summary -- 2004 3 Personnel. Councilperson Small surveyed the Board to see if there were any outstanding changes to the Notice to Retirees and the Personnel File Content Summary form. She added that Supervisor Fisher and Councilperson Hubbell made some suggestions that will be incorporated. Councilperson Small discussed the Records Management Position and said there was nothing specifically for that title at the Tompkins County Personnel Dept. The Personnel Department suggested that we use the title Typist (part-time) because it would be a non-competitive position, leaving the Town the flexibility to hire whom they wish. It was also suggested that once the position was created it would be a good idea to leave it open in the event the Town needs to hire another Typist (part-time) in the future. Supervisor Fisher said that he would be meeting with an interested party this week, in response to a question on whether or not he had someone already in mind. Resolution Number 2005-13 Authorizing the Hiring of a Records Clerk on a Temporary Basis WHEREAS, the Town of Enfield submitted a State Archives and Records Administration Grant (SARA) application and at the July 14, 2004 Town Board meeting, it was announced that the SARA grant was approved for $1,247 with an expiration date of June 30, 2005, and WHEREAS, the application provided for the hiring of a Records Clerk to inventory judicial records, identify records for disposal, complete necessary paperwork related to same, assist and design a system for storage of permanent records, develop finding aids and write procedures for maintaining a system, and WHEREAS, the Tompkins County Personnel Department suggested that the Town classify the position as a Typist (part-time), a non-competitive position. NOW, THEREFORE, be it RESOLVED, that the Town Board of the Town of Enfield hereby authorizes the establishment of the Typist (part-time) position to fulfill the requirements of the Town’s Record Clerk as described in the SARA grant; and be it further RESOLVED, that the Town Board hereby authorizes and requests the Town Supervisor to take steps necessary to fill this position and to execute and return to the Tompkins County Personnel Department the forms necessary to complete this process. 4 MOVED: Councilperson Small SECONDED: Councilperson Hubbell Discussion: There was some discussion as to whether or not this person needed to be an Enfield resident. Vote: Supervisor Fisher…yes. Town Councilperson Hubbell…yes. Town Councilperson Owens…yes. Town Councilperson Small…yes. Town Councilperson Stevenson…yes. Resolution carried. Technology. Supervisor Fisher asked Eugene Lovelace, a member of the Technology Committee to speak about Digital Towpath. Another committee member, Councilperson Stevenson, noted that he was away last month and the most current information was with Fisher and Lovelace at this point. Cemetery Committee. There was no report. Economic Development Committee. Councilperson Owens made updates to the list of businesses. There will be a meeting on March 16th to obtain further information. Old Business Cingular Tower. Supervisor Fisher distributed the Town of Caroline’s Tower Law to the board. House Numbers. There are 275 posts left and enough blank number plates to be used with them. House numbers are scarce. A motion was made that the Town Board approve decreasing contractual Line A- 1990.4 (Contingency Line) by $250, increase Public Safety Line A-4189.4 (Other Public Health-Emergency House Numbers) by $250 for purchase of numbers to continue the house numbering program. MOVED: Councilperson Stevenson SECONDED: Councilperson Small Discussion: Vote: Supervisor Fisher…yes. Town Councilperson Hubbell…yes. Town Councilperson Owens…yes. Town Councilperson Small…yes. Town Councilperson Stevenson…yes. Motion carried. Resolution Number 2005-14 Appointment of Cemetery Workers Resolved that the following are appointed as cemetery laborers to mow cemeteries during 2005 at salaries listed with payments made monthly in June, July, August and September 2005: 5 Roger Laue $552/year Wayne A. Snyder $1,165/year Wayne C. Snyder $847/year MOVED: Supervisor Fisher SECONDED: Councilperson Small Discussion: Vote: Supervisor Fisher…yes. Town Councilperson Hubbell…yes. Town Councilperson Owens…yes. Town Councilperson Small…yes. Town Councilperson Stevenson…yes. Resolution carried. New Business Town Clean-up and Recycling. Plans were discussed concerning the Town’s Spring Clean up. Councilperson Small reported that she had talked with Highway Superintendent Miller to confirm the dates and times for the Spring Clean-Up Week. Supervisor Fisher asked for a volunteer to organize the event and suggested that since Councilperson Small volunteered last year, maybe someone else could do it this year. Since there was no response, Councilperson Small volunteered again this year adding that it should be much easier since she had already done it once and had made some extensive notes. A motion was made that the Town of Enfield Spring Clean-up week be held from May 9-14, 2005 at the Town barns. The hours are Monday through Friday, 12 noon to 7:00 PM and Saturday from 8:00 AM to 2:00 PM. MOVED: Councilperson Small SECONDED: Councilperson Owens Discussion: Vote: Supervisor Fisher…yes. Town Councilperson Hubbell…yes. Town Councilperson Owens…yes. Town Councilperson Small…yes. Town Councilperson Stevenson…yes. Motion carried. Councilperson Stevenson distributed an “After Action Report” of the 2004 Spring Clean-Up Week, which highlighted collection dates and hours, the cost to the Town, how much refuse was collected and points to be considered in the future. Councilperson Small provided additional notes for the report on whom should be contacted, what size bins should be used, what they charge, how the event was advertised and information on tire collection. Resolution Number 2005-15 “Town of Enfield 2005 Budget Amendment #4. Transfer of Funds to the Unemployment Insurance Payment Reserve Fund” 6 WHEREAS, the Town of Enfield established an Unemployment Insurance Payment Reserve Fund; and WHEREAS, the Unemployment Insurance Payment Reserve Fund has a zero dollar balance and requires funding; NOW, THEREFORE BE IT RESOLVED, that the General Fund Appropriation for Unemployment Insurance, A9050.8 is decreased by $500 to $0.00 and the Highway Fund appropriation for Unemployment Insurance, DA9050.8 is decreased by $900. to $0.00, AND FURTHER BE IT RESOLVED, that the total $1,400 unemployment reductions in the General Fund and Highway Fund be transferred to the Unemployment Insurance Payment Reserve Fund, increasing the balance in that fund from $0.00 to $1,400. MOVED: Councilperson Owens SECONDED: Councilperson Hubbell Discussion: Vote: Supervisor Fisher…yes. Town Councilperson Hubbell…yes. Town Councilperson Owens…yes. Town Councilperson Small…yes. Town Councilperson Stevenson…yes. Resolution carried. Dog Control Law The age a dog needs to be for licensing is incorrect. Supervisor Fisher stated that a copy of the Town of Enfield dog law is to be put in the Board member’s boxes for perusal and to be discussed at a later date. Health Insurance. A Personnel Committee meeting will be held March 28th at 6:30 PM at the Community Building to look at alternatives to the rising cost of health insurance. Highway Superintendent Miller and James Dew will be asked to attend the meeting. Enfield Technical Facilities Committee. Supervisor Fisher presented to the Board his thoughts on the establishment of the Enfield Technical Advisory Committee. He would like to see the Committee comprised of Richard Holley, Charles Wilson, Charles Hubbell, Daniel Walker and himself. He added that these men are either engineers or professionals who have been involved in the construction of buildings, office areas, and/or municipal facilities. He sees the Committee analyzing the present assets, looking at the financial picture and determining what needs to be done. The process will involve Town departments that will be impacted, looking at facilities in other municipalities and projecting future construction. 7 A motion was made that the Town Board appoint Richard Holley, Charles Hubbell, Charles Wilson, Dan Walker and Gary Fisher to the Enfield Technical Facilities Committee. MOVED: Supervisor Fisher SECONDED: Councilperson Owens Discussion: Councilperson Owens very excited with the involvement of Dan Walker and Charles Wilson who are volunteering their time for this committee. Vote: Supervisor Fisher…yes. Town Councilperson Hubbell…yes. Town Councilperson Owens…yes. Town Councilperson Small…yes. Town Councilperson Stevenson…yes. Motion carried. Community Building. Supervisor Fisher stated that the fire-alarm panel malfunctioned and needs to be replaced. He conferred with Councilperson Stevenson about whether or not it needed to be a local or a dialer panel. Fisher also asked Code Enforcement Officer, Ron Clark, to research the code. The cost of a panel would range from “hundreds of dollars” to $1,700- $1,800 for a dialer. Supervisor Fisher mentioned replacing it with an alarm similar to what we have now…which would be a local alarm. Councilperson Stevenson suggested that it may be worth calling John Kuehn to see if a supervised alarm system would have any bearing on the Town’s insurance. If it did, that might justify an upgrade, with the idea of it paying for itself over time. A dialer sends a signal to a central point such as the 911 Center. Local only notifies people in the building that the alarm is activated. Fisher mentioned that ours was also attached to an outside alarm. Furnace. Two (2) of the three (3) furnaces in the Community Building are not very good. One is really bad and not safe. Fisher’s thought is to get an estimate on replacing the worst furnace because the Town anticipates using the building for some time. Digital Towpath. Supervisor Fisher asked for a report from Councilperson Stevenson. Stevenson elucidated upon the fact that Digital Towpath is basically a web- hosting service. The technology committee, and more specifically, Gene and Gary have given a look at other options that are out there and Towpath specializes in government- entity web hosting. They’re out of Oswego and host about 70 municipalities. Lovelace followed up by saying how easy Digital Towpath has made it for people who are going to set up and maintain a web site. All information that the Town wants to enter and display can be easily done. Updating is easy too. There is also a library capacity. Councilperson Small asked if any local municipalities used Digital Towpath. Supervisor Fisher said there were none that he knew of. However, when he went to 8 Medina to view it he learned that SARA is very interested in municipalities having Digital Towpath and using it. The State Office of Technology is also interested. Lovelace went on to say that there can be an overall web master and others can be responsible for their own domains. Fisher, Stevenson and Lovelace feel this it the best way to go. Although he had not yet conferred with Stevenson and Lovelace, Fisher recommended that the Town of Enfield go ahead and sign on to Digital Towpath and get the current version. The cost would be $600/year more or less. There is a fee to put it on the Town’s computer. Resolution Number 2005-16 Purchase Membership from Digital Towpath Be it resolved that the Town of Enfield Town Board purchase a membership for software license support and web hosting from Digital Towpath of Oswego, NY for an amount not to exceed $600. Moved: Councilperson Stevenson Seconded: Councilperson Owens Discussion: Vote: Supervisor Fisher…yes. Town Councilperson Hubbell…yes. Town Councilperson Owens…yes. Town Councilperson Small…yes. Town Councilperson Stevenson…yes. Resolution carried. Oil and Gas Leases. Supervisor Fisher was approached by Scott Brady of Columbia Gas. The company is interested in leasing land that the Town owns East and South of Enfield Center Road which includes the old gravel pit and the Presbyterian Cemetery. The terms are $500 per parcel, plus so much per acre. All Town Board members are familiar with the leasing process. Councilperson Stevenson expressed concern about work being done in the cemetery. Supervisor Fisher said a lot of people feel that way, however, #1, if you don’t lease to them they could drill under the cemetery anyway, and #2, if we lease any of the cemeteries we would have a stipulation stating there will be no intrusion. Councilperson Owens asked Fisher where he stood at this point. Has an offer been made? Fisher has a draft lease for the gravel pit only. For the cemetery they would want something that says the Town Board has the authority to lease it. He has not spoken to the Town’s attorney yet, but has asked Councilperson Hubbell, the cemetery chair, to do some preliminary research. There is something in cemetery law that says abandoned cemeteries automatically become the responsibility of the Town to maintain. The Rolfe cemetery has officially been turned over to the Town by its association. No further action was taken on the Presbyterian cemetery lease. 9 A motion was made that the Town of Enfield lease the 1.21 acres of gravel pit (tax number 11.1-1-14) to Columbia Gas for an amount of $500. Moved: Councilperson Owens Seconded: Councilperson Hubbell Discussion: Vote: Supervisor Fisher…yes. Town Councilperson Hubbell…yes. Town Councilperson Owens…yes. Town Councilperson Small…yes. Town Councilperson Stevenson…no. Motion carried. Appointment of Assessment Review Advisory Board A motion was made that last year’s Board be brought forward. They are Doris Rothermich, Debbie Spencer and Linda Heyman. Moved: Supervisor Fisher Seconded: Councilperson Small Discussion: Vote: Supervisor Fisher…yes. Town Councilperson Hubbell…yes. Town Councilperson Owens…yes. Town Councilperson Small…yes. Town Councilperson Stevenson…yes. Motion carried. Accounting Software/Computer Supervisor Fisher would like to purchase the Quick Books non-profit premier edition. The cost is $300 more or less. Councilperson Owens asked if he was getting the computer at the same time. Fisher said he would like to get the accounting software first. He’s looking at a 17” screen Dell lap top for about $1,400. The lap top will fit more readily in the Town Hall which is now pretty full of equipment. A motion was made that the Supervisor be authorized to purchase Quick Books software, a computer on which to run the software, and other applications as needed for an amount not to exceed $3,000. Moved: Councilperson Stevenson Seconded: Councilperson Hubbell Discussion: Vote: Supervisor Fisher…yes. Town Councilperson Hubbell…yes. Town Councilperson Owens…yes. Town Councilperson Small…yes. Town Councilperson Stevenson…yes. Motion carried. 10 Supervisor Fisher then brought up an item that was not on the agenda concerning an advanced accounting school he wished to attend in Binghamton on March 29 & 30, 2005. There is a registration fee of $75. He will drive back and forth. A motion was made that Supervisor Fisher receive expenses to attend an advanced accounting school in Binghamton on March 29 & 30, 2005. Moved: Councilperson Hubbell Seconded: Councilperson Small Discussion: Vote: Supervisor Fisher…yes. Town Councilperson Hubbell…yes. Town Councilperson Owens…yes. Town Councilperson Small…yes. Town Councilperson Stevenson…yes. Motion carried. Fisher stated that Town Clerk, Alice Laue wanted to go to the Town Clerk’s Annual meeting but was concerned about enough money being in her budget line. He said it might be OK to take it out of contingency. The registration fee is $60 and room, meals, etc. might run between $300 and $400. A motion for the clerk to attend had been made January 5, 2005. Audit Claims: It was motioned that Supervisor Fisher, on behalf of the Town Board of the Town of Enfield, be authorized to pay the following: - General Fund Vouchers #36-#56 dated March 9, 2005 in the amount of $11,626.62. -Highway Fund voucher #12-#19 dated March 9, 2005 in the amount of $5,874.02. -Community Development Grant voucher #3 dated March 9, 2005 in the amount of $8,316.86. - Enfield Volunteer Fire Company voucher SF-3 dated March 9, 2005 in the amount of $25,000. MOVED: Councilperson Stevenson SECONDED: Councilperson Owens Discussion: Vote: Supervisor Fisher…yes. Town Councilperson Hubbell…yes. Town Councilperson Owens…yes. Town Councilperson Small…yes. Town Councilperson Stevenson…yes. Motion carried. Supervisor Fisher distributed the monthly Supervisor’s report. 11 Councilperson Owens said she had gotten a note from Ron Clark regarding a bill for August 2003 for the International Code Council in the amount of $576.49. Supervisor Fisher said it has been taken care of. Announcements: Supervisor Fisher explained a sheet of paper that he gave to the Board regarding accounts. The Fire Protection District tax base is different from the Town’s tax base. In past years, all Fire Protection District monies have been put into the General Fund and not accounted for separately. Monies collected for the Fire Protection District Fund should be collecting interest. Depending on the payment structure, that may or may not make a big difference on the interest. Taxes collected this year were about $420 less than the contract due to a miscalculation by the Tompkins County Assessment Dept. The Town is obligated to pay the fire department $35,000 each year by January 20th. Last year we didn’t have the tax money collected. This year we did. Town Clerk Laue reminded everyone that the Rabies Clinic will be held on May 11, 2005 from 7:00 PM – 9:00 PM at the Enfield Town Barns. A proof of rabies certificate is needed in order to get a 3-year shot. One-year shots will be issued without proof. Privilege of the Floor: Mary Jo Lovelace pointed out that she hoped that the web site would allow for people to ask questions and get specific answers, and, where it was deemed of value, to have a way to put that person's question up on the site along with the answer (any time it seemed that it might be a good thing for others to be educated on this as well). Adjournment: At 10.45 PM. MOVED: Councilperson Stevenson SECONDED: Councilperson Hubbell Vote: Supervisor Fisher…yes. Town Councilperson Hubbell…yes. Town Councilperson Owens…yes. Town Councilperson Small…yes. Town Councilperson Stevenson…yes. Motion carried ************* Minutes transcribed and submitted by Town Clerk Alice Laue and Deputy Town Clerk N. Pat Dougherty.